Accounts Payable: FAQs

When are checks cut?
Checks are generally cut every Wednesday. From time to time, it is necessary to modify the check run schedule due to Holidays or other extenuating circumstances. Accounts Payable will always provide ample notification of these exceptions, and make every effort to ensure timely processing of all requests.

Is there a deadline for submitting requests for payment?
Requests for payment, with all necessary supporting documentation, are due no later than 4 p.m. on Thursdays in order to guarantee inclusion in the following Wednesday check run.

What is “necessary supporting documentation”?
Receipts, invoices, and emails authorizing payment/showing proof of payment are all forms of supporting documentation which must accompany requests for payment/reimbursement in order to justify the expense.

Grant-related expenditures also require a Grant Summary Sheet with a detailed explanation of the expense.

For travel-related reimbursement requests, receipts are required for all transactions for which the traveler is seeking reimbursement except for meals and incidentals per diem, exact meals and incidentals expenses that are reimbursed at less than the per diem rate, and P-Card purchases less than $25.00. If applicable, cardholder transaction reports and per diem rate sheets must also be submitted (see VSC Policy 424).

The Missing Receipt Form is acceptable only as a last resort. It is expected that every effort will be made to obtain all necessary supporting documentation.

How do I request payment of an invoice?
Please submit VSC Request for Payment Form.

How do I request reimbursement for mileage/travel?
VSC Travel Reimbursement Form:  http://www.vsc.edu/faculty-and-staff/Pages/HR_Travel_Forms.aspx

For in-state travel (i.e. no per diem included):

  1. Fill in the general information at the top of the form.
  2. Under Date/Description, enter the date(s) of travel and state the Business Purpose of the travel.
  3. Fill in the total number of miles traveled, and the number of commuting miles (if necessary, depending on your Union).  The Excel form will calculate the total reimbursement based on the current rate allowed.
  4. Save the form (please name it so it is easily identifiable) and email it as an attachment to Naomi.Gallagher@lyndonstate.edu. The email will serve as your signature. Traci will forward it through ImageNow to the appropriate Budget Manager for approval, upon which it will be processed for payment.

For out-of-state travel (includes per diem for meals/incidentals):

  1. Follow the steps 1 through 3 above.
  2. Go to http://gsa.gov/portal/category/21287. Enter the City/State of travel to determine allowable per diem rates.  Click on Meals & Inc. Exp and copy/paste the chart(s) into a Word Document that will accompany your electronic request for reimbursement.
  3. Enter the per diem information on the travel reimbursement form (total reimbursement will be automatically calculated).
  4. If any funds were received in advance of this travel, enter the amount received in the “Less Advance” box.
  5. Scan any receipts for $25.00 and above, and save to a pdf file which will accompany your electronic reimbursement request.  (If receipts exist in email format, send the email as an attachment with the same request.)
  6. For pcardholders only:  Go to https://www.samaccess.com/sam/Login.do. Save your  Cardholder Transaction Report for the dates traveled to a pdf file which will accompany your electronic reimbursement request. Enter the appropriate amount in the “Less P-Card Purchases” box (total reimbursement will be automatically calculated).
  7. Save the form (please name it so it is easily identifiable) and email it, along with all necessary supporting documentation, as attachments to Naomi.Gallagher@lyndonstate.edu. The email will serve as your signature.  Traci will forward it through ImageNow to the appropriate Budget Manager for approval, upon which it will be processed for payment.

How do I request payment to someone for Payment of Services?
Is Payee an employee or student employee of the VSC?
Yes. See Cindy Robertson in Student Payroll, or Paulsha George in Payroll for a Payment for Personal Services form.
No. Submit VSC Request for Payment Form.

What form should I use to request an Advance?
Please submit VSC Request for Payment Form.

Naomi Gallagher, Staff Accountant
Naomi.Gallagher@lyndonstate.edu
Vail 349
802 626-6465